Administrative Specialist ( Full-time)

Bright Light Medical Imaging•Arlington Heights, IL

7d•Onsite

About The Position

Bright Light Medical Imaging is a physician-led, multi-location imaging center where professionals don’t just work—they belong. We foster a supportive, team-driven culture that feels like family, where every member is valued, respected, and empowered to grow. With cutting-edge technology, opportunities for advancement, and a workplace built on integrity and compassion, our team loves coming to work each day. Employees here aren’t just colleagues; they’re part of something bigger—a community that truly cares. If you’re looking for a career where your skills are valued, your contributions matter, and you feel at home, Bright Light is the place for you. WHAT WE ARE LOOKING FOR : Administrative Specialist ( Full-time) Location: Onsite Arlington Heights Days/Hours: Monday - Friday, 9:30 am - 6:00 pm WHAT A TYPICAL DAY LOOKS LIKE: Greet patients professionally and courteously, both in person and on the phone Perform clerical and administrative duties while confidentially maintaining and protecting patient information by adhering to the HIPAA Privacy Rule Schedules meetings, coordinating location and attendees Assist with project work/account management Create physician portal, issuing and allowing access to medical records Assists with the workload to the medical records department Gather, log and organize phone data and statistics from inbound call center team members Manages and processes image uploads Backup to other departmental functions; patient scheduling, order processing, schedule coordination, email/chat communications Track, maintain and order facility supplies as needed Schedule and coordinate food for office breakfast and lunches Support management team with all other assigned tasks Perform all other duties as assigned QUALITIES YOU SHOULD POSSESS: Solid, concise verbal and written communication skills Exhibits composure in busy, fast paced environment Possess exceptional typing skills with speed and accuracy Organized, with high level of coordination for multiple tasks Work effectively with cross-function teams to achieve shared objectives Adaptable to adjustments in project requirements and unexpected changes Flexibility to adapt quickly to any disruptions or changes in the day Ability to be resourceful and take initiative making independent decisions when issues arise Multitasking and time management skills, with ability to prioritize tasks EDUCATION, EXPERIENCE & REQUIREMENTS: Associates degree (or equivalent) in relevant field, preferred Proven success in business setting, working with all levels of management Relevant prior experience favored working in medical/office setting Prior data entry/word processing experience Proficiency in Microsoft Office Suites (emphasis on Word, Excel)

Requirements

Solid, concise verbal and written communication skills
Exhibits composure in busy, fast paced environment
Possess exceptional typing skills with speed and accuracy
Organized, with high level of coordination for multiple tasks
Work effectively with cross-function teams to achieve shared objectives
Adaptable to adjustments in project requirements and unexpected changes
Flexibility to adapt quickly to any disruptions or changes in the day
Ability to be resourceful and take initiative making independent decisions when issues arise
Multitasking and time management skills, with ability to prioritize tasks
Associates degree (or equivalent) in relevant field, preferred
Proven success in business setting, working with all levels of management
Relevant prior experience favored working in medical/office setting
Prior data entry/word processing experience
Proficiency in Microsoft Office Suites (emphasis on Word, Excel)

Responsibilities

Greet patients professionally and courteously, both in person and on the phone
Perform clerical and administrative duties while confidentially maintaining and protecting patient information by adhering to the HIPAA Privacy Rule
Schedules meetings, coordinating location and attendees
Assist with project work/account management
Create physician portal, issuing and allowing access to medical records
Assists with the workload to the medical records department
Gather, log and organize phone data and statistics from inbound call center team members
Manages and processes image uploads
Backup to other departmental functions; patient scheduling, order processing, schedule coordination, email/chat communications
Track, maintain and order facility supplies as needed
Schedule and coordinate food for office breakfast and lunches
Support management team with all other assigned tasks
Perform all other duties as assigned